Fall 2018 THE – Late Enrollment

If ASA did not receive a completed inventory submission for Fall 2018 THE by the deadline of June 15, 2018, and you participated in Fall 2017 THE, your herd was late enrolled on July 5, 2018. Your account was invoiced $16.00/dam for each dam listed on your preliminary inventory. The good news is you have 30 days to adjust your inventory for credit. Continue reading for instructions on what needs to be done.

IMPORTANT: You have until August 15, 2018, to adjust your inventory for credit.  An inventory update can be submitted online, or by email, fax or mail.

If you submit an adjusted inventory prior to August 15, 2018, here’s what you can expect to happen.

Option A: Enrolled dams will be invoiced $16.00/dam. Removed females will be credited the full $16.00 fee that was charged initially.

Option B: Enrolled dams will be invoiced $1.00/dam. Removed females will be credited the full $16.00 fee that was charged initially.

Option C: Enrolled dams will be invoiced $8.50/dam. Removed females will be credited the full $16.00 fee that was charged initially.

To get started, log-in to Herdbook Services and submit an adjusted enrollment today by following these steps.

Go to Data Entry, select Online
There are 4 tabs on the left, you should be on Inventory
Below the calf reporting graph there is a blue button that says
Update 2018 – Fall THE Cow Inventory
Screenshot from 2018-07-06 09-17-48

This will start an online job that lists each female enrolled from your preliminary inventory. You will need to update each female on the list with a primary code. If the dam needs to remain on enrollment, assign her a code between 0-6. If the dam needs to be removed, assign her a code between 60-82. Remember, if you remove a female from enrollment(code 60-82) and at a later point need to report a calf to the female, there is a $35.00 re-enroll fee that will apply. Make sure to only remove females that have physically left the herd. For a list of enrollment/removal codes, click on the blue column header for Primary Code and a help box will come up. You may need to scroll down to view all the codes.

Since your dams were late enrolled, each of them loads with a T in the A/B/C/N column.  If the female is remaining on enrollment, you will update the T to either an A, B, or C, depending on which option you’re enrolling in for 2018.  To review the different enrollment options, click here. If the female is being removed from inventory, update the T to an NN stands for not enrolling, removed from the herd. If the female needs to be be moved back to Spring 2018(calved January 1-June 30) please email her ASA number to the@simmgene.com and ask for us to move her. We will respond once she has been moved to Spring 2018. If you wish to pay half the enrollment fee that is due now and be invoiced for the other half in March 2019, make sure to place an H in the BillCode column on at least one female you are enrolling.  If you leave the BillCode column blank it will default to invoice the full amount due. Once you have updated each female on the list, go to the top right-hand corner of your screen and select Submit Data.  It will run through error checks and one of the following two things will happen.

1) A button that says Proceed to Billing will appear. Click on it, which takes you to the invoicing screen where you will be issued the credit of $16.00/dam and then charged according to how many dams/which option they’re being enrolled in.  Either select Add Payment(enter in debit/credit card for payment) or Final Submit so the job finishes through completion.
2) A button that says *Edit Job appears, this means there are errors in your job that need to be corrected before it can be submitted.  Click on Edit Job, which takes you back to your spreadsheet so you can fix the errors.  If you need assistance cleaning up errors please contact our office at 406.587.4531 and press the number 5 to be connected to THE department. *It is possible the edit job button appears because your account is not in compliance with 2017 spring calf data reporting or previous years. If that happens, click here to view examples on how to clean up compliance.

If you prefer to complete your adjustment via paper submission THE packets will be mailed out on July 10, 2018.  Fill out the paper enrollment and postmark to ASA by August 15, 2018.